Assistant Contracts Administrator

Under the direction of the Contracts Manager assists in a variety of Subcontractor insurance and contract functions in support of multifamily commercial and hospitality construction projects.

Daily Essential Job Functions

Request review and monitor subcontractor insurance certificates and endorsements to ensure they comply with project requirements. This involves verifying that subcontractors maintain the necessary liability and workers compensation insurance throughout the duration of the project and the warranty period as well as obtaining corrections and renewals when necessary.

Respond to frequent inquiries related to insurance from subcontractors taking into account their scope of work and specific project risks/conditions while keeping the Tofel Dent project team updated on the subcontractors status and limitations.

Oversee the COI Management System which includes but is not limited to setting up new projects and vendors archiving completed projects monitoring the dashboard uploading necessary documents generating reports identifying and resolving gaps and issuing notifications to subcontractors.

Communicate regularly with insurance agents and subcontractors via phone and email to resolve issues concerning missing inadequate or incomplete insurance requirements and other insurancerelated matters that do not align with company policies.

Provide weekly updates to all Project and Field Teams regarding the status of subcontractor insurance including any expired missing or incomplete insurance documents.

Ensure that all insurancerelated documents are filed in accordance with company policies and procedures maintaining detailed and organized records.

Keep track of insurance certificates and endorsements for Contractors repair subcontractors within Tofel Dents Master Project for service providers and vendors.

Monitor and manage insurance certificates and endorsements for 2nd Tier subcontractors by gathering information from executed Subcontracts (within Procore) and Subcontractor payment applications (within GCPay) identifying 2nd Tier subcontractors reaching out to request their COIs and processing these documents accordingly in COI Management System. Collaborate with the Contractors Insurance Agent for inquiries reviews and approvals of Subcontractor requests for exceptions or coverage waivers.

Conduct various internal audits to verify compliance and consistency within the Jones system.

Assist the Contracts Department with additional insurancerelated tasks including the renewal of the Companys own Insurance Certificates and monitoring expiration dates for the various Builders Risk policies across the Companys projects.

Associates degree or equivalent years experience required.

2 years insurance and/or contracts experience providing administrative support ideally in a construction environment.

CRIS certification preferred but not required willingness to obtain CRIS certification if not currently held

Knowledge Skills and Abilities

Familiarity with and proficiency in operating standard office equipment software and online applications (e.g. MS Office).

Excellent verbal and written communication abilities.

Proficient in reading and understanding written material composing businessappropriate correspondence with correct grammar and communicating clearly so that others can understand; capable of listening and comprehending communications from others.

Strong interpersonal skills with the capability to engage with individuals at all organizational levels and to professionally represent the organization while interacting with subcontractors insurance agents and other external vendors.

Ability to work independently within the designated scope of the position.

Capacity to exercise discretion and maintain confidentiality regarding sensitive contractual information.

Competence in identifying and rectifying substandard work employing logic and reasoning to assess the strengths and weaknesses of various solutions or approaches to issues and exercising sound independent judgment in decisionmaking and problemsolving as it pertains to the role.

Strong organizational and time management skills with the ability to handle multiple tasks effectively prioritize responsibilities meet deadlines for reporting and other obligations and manage data and information with a keen attention to detail.

• Health Care Plan (Medical Dental & Vision)
• Retirement Plan 401k IRA)
• Life Insurance (Basic Voluntary & AD&D)
• Paid Time Off (Vacation Sick & Holidays)
• Competitive Salary
• 401(k) Plan and matching component

Required Experience:

Unclear Seniority